Migrating to Secure Virtual Review

What contingencies does Consilio have in place for current or future reviews if you need to close a review center due to COVID19?

• In the event that telecommuting is required for specific offices or regions, Consilio’s Secure Virtual Review solution (PDF fact sheet) enables reviewers the ability to work virtually within a highly secured review environment from a remote location. Clients experience the same high-quality Consilio review- from proven workflows to robust reporting and quality checks – all managed by our highly experienced Review Managers.

If we leverage Secure Virtual Review, can I utilize my same review team?

• Yes, if active projects transition to Secure Virtual Review, we will enable our clients’ trained, experienced review teams to continue on their current projects remotely without disruption.

How does Consilio ensure data security when reviewers are working virtually?

• The applications and data that drive Secure Virtual Review are hosted on our secure, certified global data centers, not a reviewer’s local machine.  Reviewers log in through a virtualized Citrix client that is managed remotely.  Other data security features include:
• Strict identity controls – Reviewers regularly verify their identity using advanced multi-factor authentication. A virtual review room is also established through Zoom with video and audio communication for monitoring and training purposes.
• 100% audit ready – All activity (logins, logouts, user activity, disconnects, etc.) are centrally stored in our secure, ISO-certified data centers. Audits on these secured records can proactively identify any suspicious activity, providing an added layer of security.
• Clear data separation – All users are allocated a unique and isolated remote virtual desktop session, further enhancing security and eliminating the potential for unauthorized access or data overlap.

Do reviewers utilize Consilio issued equipment for review?

• No, our Secure Virtual Review workflow includes the use of personal computers with access to project materials only through our secure and encrypted Citrix connection.  Through Citrix and their remote desktop session, they will have access to an internal, closed-loop email account from which emails can only be sent to a Consilio domain. The remote desktop session will also allow access to our time entry system and a link to the workspace for a specific matter, for a specific period of time.  Within the Citrix environment, they are also disabled from ability to print, take screen shots and access other third-party applications.

Is Consilio able to monitor reviewer activity within the system?

• Yes, Secure Virtual Review includes the ability to monitor all reviewer activity which is logged and can be audited, including usage time, productivity and coding decisions within the review platform. These metrics are monitored throughout the day by the Review Manager.

Are reviewers able to print, save or download materials from Relativity?

• No, within the Citrix environment reviewers are disabled from the ability to print, save or download materials. Personal computers will not have blocked USB ports but within the Citrix profile, the ability to download and save materials from Relativity is disabled.

How does the workflow for Secure Virtual Review differ from a review onsite in a Consilio review center?

• The workflow for Secure Virtual Review is the same as for projects conducted within our review centers. The primary difference is our enhanced security around identity verification and monitoring that could otherwise be done in person. We leverage a combination of monitoring software and audiovisual tools to interact and train our teams in a secure virtual environment.

How is reviewer productivity and accuracy managed?

• Review managers monitor productivity and accuracy throughout the day by leveraging Consilio’s proven quality management approach. This approach includes real time monitoring of usage time, documents reviewed and the quality of review decisions. Virtual Zoom rooms are also utilized to provide feedback and organize interactive project updates.

What is Consilio doing to take precautions within the review centers as a result of COVID19?

• In light of the rapidly developing situation, we are continually evaluating the procedures for our review offices and following recommendations made by the CDC and other global health organizations to take precautions to ensure the health and wellness of our reviewers and team members. These precautions include thorough cleaning of office sites on a more frequent basis, as well as stocking hand sanitizers and antibacterial wipes throughout the facility to clean shared surfaces and personal workspaces. In addition, any employees that are exhibiting symptoms, have been in contact with others that may have exhibited symptoms or have recently visited a high risk area are not permitted to return to the office and are asked to self-quarantine for 14 days or longer, depending on the latest recommendations from the CDC.

• Expert review teams - including subject matter experts or native language speakers are available to engage on projects quickly.
• Highly experienced document review managers – licensed attorneys with extensive hands-on discovery experience – provide oversight and supervision of all resources, remote or co-located, ensuring that you get the best results possible.
• In-depth, timely reporting showing the progress of a review, reviewer productivity, work product and quality control metrics.
• Secure Virtual Review Technology
  • Strict identity controls - Remote reviewers regularly verify their identity using advanced multi-factor authentication, preventing unauthorized users or hackers from hijacking accounts.
  • 100% audit ready - All activity (logins, logouts, user activity, disconnects, etc.) are centrally stored in our secure, ISO-certified data centers. Audits on these secured records can locate any suspicious activity, providing an added layer of security.
  • Clear data separation - All users are allocated a unique and isolated remote desktop session, further enhancing security and eliminating the potential for data overlap between users.
  • Secure data hosting - Servers hosting client data are located on Consilio’s ISO-certified private data centers secured with multiple layers of physical and software controls and can only be accessed by authorized personnel.